Medical Records Technician (Release of Information)

Job Title

Job duties include but are not limited to the following:

• Provides direct customer service to the Veteran, their Personal Representative or third party by providing copies of the Veteran's health information when a signed, written request is received or upon the Veteran's valid authorization to a third party.
• Incumbent is responsible for evaluating the adequacy of each completed authorization form.
• Screens each request for information to determine urgency and assures that most urgent requests are completed first using established priority systems.
• Personally greets Veterans/visitors and assists them in determining the exact nature of the request and whether the information requested can be released.
• Applies public laws, rules, regulations and exclusions governing confidentiality of the health record, including The Privacy Act of 1974, Title 5 United States Code (U.S.C.) 552a; Department of Veterans Affairs (VA) Claims Confidentiality Statute, 38 U.S.C. 5701; Confidentiality of Drug Abuse, Alcoholism and Alcohol Abuse, Human Immunodeficiency Virus (HIV) Infection and Sickle Cell Anemia Health Records, 38 U.S.C. 7332; and the Health Insurance Portability and Accountability Act (HIPAA), Title 45 Code of Federal Regulations (CFR) Parts 160 and 164.
• The incumbent processes all incoming requests to the facility for ROI along with information required by the VA Regional Office through the Automated Medical Information Exchange (AMIE), referring only problem cases to the Supervisor.
• Evaluates validity of each request.
• Determines which information is to be released in compliance with existing laws, such as the Privacy Act of 1974, Freedom of Information Act (FOIA), and HIPAA.
• Ensures that proper authorization exists before release is made.
• Processes the request to the requesting agency or individual.
• Inputs all requests into the ROI software for logging and tracking of these requests.
• Receives and directs callers and visitors.
• Receives and/or gives out forms and assists visitors and/or callers with the completion of forms or documents.
• Responds to questions from patients concerning services.
• Provides advisory and technical assistance to patients, administrative staff and professional staff regarding release of information. Inquiries vary widely and information given requires explanation of office functions, describing specific requirements, providing basic instructions, or a similar degree of detail.
• Searches records or files to compose responses, including electronic searches to retrieve and summarize hard-to-locate data.
• Locates materials that would verify information given.
• Reviews paper and electronic health records (i.e., scanned notes, reports, special tests, etc.) to identify material to be photocopied/printed/written to electronic media and released.
• Composes responses to routine requests for release of patient information.
• Selects and compiles information from health records and prepares correspondence, typically using standard form or standard formats for letters.
• Ensures the information released is limited to what is specifically authorized and to the person or agency designated to receive it.
• Completes and processes routine releases of information to other VA and Federal Agencies and when requested, to patients and their families, insurance representatives, physicians, hospitals, and city and state health agencies according to VA directives. Processing must be accomplished within established time standards.
• Ensures only the information authorized to be released, for the timeframe requested, is included in the disclosure.
• Accurately enters all requests into the ROI software with necessary information for each request for health information.
• Completes necessary transactions for deposit of money collected from subpoenas, legal fees, and processing fees for release of information to individuals and insurance companies.

Work Schedule: Monday-Friday 8:00am to 4:30pm

Telework: Not Available

Virtual: This is not a virtual position.

Functional Statement #: 000000

Relocation/Recruitment Incentives: Not Authorized

Permanent Change of Station (PCS): Not Authorized

US Department of Veterans Affairs